Office Manager

Gateway Foundation Inc•Houston, TX

19d•$55,000 - $65,000•Onsite

About The Position

Under limited supervision, maintains office services at assigned facility by organizing its operations and developing and implementing office procedures and systems; preparing and coordinating correspondence; processing data entry of billing information; organizing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions of assigned administrative support staff.

Requirements

High School Diploma or equivalent required
Two (2) years related work experience.
Progressively more responsible related work experience and experience with Excel, Access, Word, and other Microsoft software preferred
Valid local driver’s license
Basic knowledge of office systems, procedures, equipment
Strong computer skills to generate reports and prepare documents
Basic communication skills to exchange information and interact with a diverse group of external and internal contacts
Basic analytical skills necessary to compile and analyze data and information for various reports and statements, read and interpret policies and instructions and investigate and resolve operational and administrative problems
Ability to delegate and follow-up on the work of others

Responsibilities

Compiles data and information and generates reports from electronic health record, population management system, and other adjunct databases: Completes summary calculations and analyses. Prepares reports for use by managers to monitor and evaluate facility’s finances, operations and contract compliance. Researches unusual data results or occurrences and prepares explanations or justifications. Processes various forms and records related to client admission, rotations and discharge. Prepares regular reports and counts related to client census and services provided.
Assists senior staff with preparing budget recommendations. Generates revenue and expenditure, census and service delivery statistical reports. Compiles data, prepares reports to monitor and evaluate site operations, finances and contract compliance. Tracks budget allocations and expenditures, collects and maintains office expenditure records and receipts, and initiates corrective actions to control budget variances.
Initiates, coordinates and monitors office supplies and purchases within identified budget to maintain office and kitchen supplies and ensure the office is presentable and functional.
Performs personnel administration for the facility which includes maintaining personnel files and training records, collecting and processing time sheets, preparing employment offers and processing new hires, and responding to questions concerning payroll and benefits policies and procedures to ensure personnel actions are in compliance with federal, state and central offices rules and regulations.
Serves as administrative liaison between assigned facility, other facilities, central office and contracting agency, by gathering and exchanging information related to operational, budget, payroll, and personnel issues or procedures.
Maintains office records and filing systems. Cleans databases, verifies files and information are accurate, up to date, and complete. Updates and disseminates information concerning office procedures, updated policies, and personnel administration changes.
Performs administrative duties, such as maintaining policy and procedure manuals, posting and balancing petty cash and postage expenditures, enforcing office equipment maintenance and service contracts, obtaining security clearances for staff and visitors, and coordinating travel and meeting arrangements.
Performs office and secretarial duties such as composing and typing correspondence and documents, photocopying and assembling documents, answering telephones, filing, and data entry.

Benefits

Medical, dental, and vision insurance for employees and dependents
Employee wellness program promoting health and fitness and offering cash-saving premiums
Employee assistance programs focused on mental health
403(b) Retirement Plan with 3% employer match
Short-term and Long-term Disability and Life and AD&D Insurance paid for by Alpharus
Flexible Spending Accounts for medical and dependent care
Public Service Loan Forgiveness (PSLF)
18 paid time off days per year – accrual rates increase with years of service
9 paid company holidays
Work-life-balance
Training & Development Programs
Tuition Reimbursement - up to $5,250 per calendar year
eLearning access to online courses that provide CEU’s and job-related training
Clinical Supervision: Formal and informal guidance